Coale GuardaOps
From muster sheet to invoice: one platform
Coale GuardaOps is a finance-led GuardForce operations platform built on the Frappe framework and ERPNext for manned-guarding and private-security firms. It runs the full guarding lifecycle (client site and contract, guard post, roster, daily deployment, GPS attendance, incident, and uniform or asset issue) inside one governed system. Because it is engineered by a finance-led ERP team, every guarded shift is traceable to a billable line: GPS-verified deployments flow straight into ERPNext Sales Invoices, incidents map to SLAs, and every guard is tied to their issued kit. Geofenced check-in, automatic no-show detection, and severity-tiered incident escalation give clients and auditors hard evidence of coverage.
Rostered, deployed, billed
Key capabilities
Site, Contract & Post Management
Define Client Sites with a Customer link, GPS location, geofence radius, contract start, end, and value, SLA response time, and notification level. Configure Guard Posts per site with required headcount, billing type, standard, negotiated, and overtime rates, required skills, and armed status. Track contacts and supervisor access per site.
Weekly Rostering & Deployment
Build reusable Roster Schedules per site and period, with Roster Line rows mapping each guard to a post, shift, and Monday-to-Sunday weekday pattern with effective dates. Rosters generate daily Guard Deployments automatically, tracking planned versus actual employees, relievers, and supervisor-approved swap-ins.
GPS-Geofenced Check-In/Out
Guards check in and out from a mobile app; the server validates their position against the site geofence radius using haversine distance before allowing a check-in. Geofence enforcement is server-side, not a client honour system. That eliminates buddy-punching and gives ops data they can trust and auditors evidence they can defend.
Automatic No-Show & Coverage Detection
A scheduled task every 15 minutes marks a deployment No-Show when a guard has not checked in within 30 minutes of shift start and fires a real-time alert. A daily 06:00 coverage computation flags sites where deployed headcount falls below required levels, so gaps surface in minutes rather than the next morning.
Standby Pool & Dynamic Relief
Maintain Standby Pools per company, date, and shift with rows of available guards for rapid coverage-gap backfill. When a no-show or gap is detected, ops managers see who can cover now and assign relief directly to the open deployment without ad-hoc phone rounds.
Incident Management & SLA Notifications
Log Occurrences with category, severity, GPS location, attachments, and action items. Incidents auto-assign and auto-escalate on an hourly cadence, and SLA-aware client notifications email site contacts by severity (All, High and Critical, or Critical Only). That enforces response-time SLAs with a permanent audit trail.
SOS Panic Alert
A one-tap field SOS creates a Critical Occurrence instantly and broadcasts a real-time alert with the guard's location to operations. It is a built-in duty-of-care safeguard that summons help fast when a data connection is weak.
Roster-to-Invoice Billing & Kit Provisioning
Generate ERPNext Sales Invoices directly from checked-out Guard Deployments for any period, per-site or per-client, skipping already-invoiced shifts to prevent duplicates. When an employee is activated, a Material Request is created automatically for their Guard Kit, and Guard Asset Issue records track exactly what each guard was issued.
Why teams choose this
- Bill every guarded shift: GPS-verified deployments flow straight into ERPNext Sales Invoices
- Eliminate buddy-punching with server-side geofenced proof-of-presence
- Catch coverage risk in 15 minutes with automatic no-show detection, not next morning
- Fill gaps fast from standby pools instead of ad-hoc phone rounds
- Enforce client SLAs with severity-tiered incident escalation and automated notifications
- Invoice a full period in one run, per-site or per-client, with no double-billing
- Equip every guard automatically: activation triggers a Material Request for their kit
- Keep an audit-ready record with change tracking, GPS timestamps, and role-based access